Administrative Assistant - USAID Southeast Asia Smart Power Program - TH (Contract)

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The USAID Southeast Asia Smart Power Program of the U.S. Government seeks to support the region’s energy sector transformation into an accessible, clean, secure, and market-driven sector by promoting energy trade, mobilizing investment in the deployment of advanced energy systems, enhancing power system flexibility, increasing competitiveness, and a net-zero global emissions goal that supports growing private sector engagements in Southeast Asia to create investment opportunities for U.S. companies.

The primary goal of the Southeast Asia Smart Power Program is to advance renewable energy efforts, regional energy security and market-based energy sectors by increasing the deployment of advanced energy systems, improving energy sector performance and increasing competition in the energy sector. Deloitte plans to engage DTT Thailand to provide support across key objective areas.).

Work you will do

Deloitte is seeking an Administrative Assistant to support the remaining 2 years of the USAID SEA Smart Power Program in Thailand. The Administrative Assistant will report to the Finance and Operations Managers to liaise on administrative and finance tasks. The Administrative Assistant is responsible for the effective delivery of the procurement & administrative functions of the project.

Procurement and Asset Management

• Support all project procurement activities
• Participate in competitive bidding, proposal evaluation, assessment of quotations and vendor selection processes, and perform filing and documentation of such
• Support procurement of local services and goods including reviewing and sometimes drafting requests for proposals/quotes, analyzing proposals, drafting and negotiating subcontracts in coordination with technical staff, and preparing any other required documentation
• Liaise directly with home office or local Deloitte support teams by supporting full life cycle of procurement activity (including SOW development, defining specifications, market research, technical evaluations, price analysis, vendor negotiations, and selection) 
• Participate in continuous improvement of procurement processes, procedures and systems and coordinate with other departments, Deloitte and project team as appropriate
• Maintain proper filing and record keeping for procurement activities
• Maintain and document local vendor relationships
• Perform research, data entry and coordination for Third Party vetting procedures
• Lead office supply procurement, inventory, dissemination
• Responsible for accurate inventory of office furniture and equipment by location and facilitate regular monitoring and checks from project leadership
• Perform inventory management and monitoring of office supplies, transport expenses, etc.
• Maintain and implement internal control systems with regard to equipment and procurements
• Confirm and reconcile supplier invoices for select ordered and supplied goods and services, and provide all required backup documentation to the finance and operations manager as appropriate
• Responsible for coordinating with finance team on subcontractor tracking, recurring payments and keeping vendors active in the system
• Perform research on local grantees and support Grants management process
• Analyze and reconcile supplier invoices for all ordered and supplied goods and services, and provide all required backup documentation to the finance and operations manager as appropriate to initiate payment
• Draft Purchase Request Forms for planned expenditures

Travel and Event Coordination

• Manage all services and supplies for trainings/workshops/seminars/events & field visits in accordance with the work plan
• Make travel arrangements (hotel, airport pick-up, etc.), ensuring necessary logistics & travel insurance are in place
• Coordinate and communicate transport requests for all SPP Advisors/staff or participants as needed
• Consolidate the holiday calendars for service office, Deloitte Consulting Ltd., Deloitte LLP, USAID RDMA and subcontractors and send out holiday outlook appointments to the team
• Send out event and travel outlook appointments to the team / maintain calendars
• Lead vehicle maintenance activities & ensure that vehicle logs properly filled if applicable
• Perform market research and manage travel planning process
• Conduct site surveys and perform market research
• Draft air travel justification and prepare supporting documentation
• Coordinate with hotels, event venues and other travel or event vendors/suppliers
• Lead on-site event management tasks (site survey, registration tables, room setup, A/V setup, meal arrangements, etc.)
• Prepare the supporting documents for F visa application for SPP experts and their dependents, track the expiry date of visas and stay Permits. Proactively ensure that the documents have been prepared and submitted to RDMA and TICA in advance.
• Visit TICA or Department of Immigration as necessary to collect documents and transfer them between locations
• Draft event-specific information packets, project deployment guide and other procedures

Security

• Manage the first aid and emergency supplies at office in case of any emergency situation
• Perform research and support security management decision-making
• Help maintain and periodically test security and communication measures
• Support delivery of security, fire, life safety training and briefings for all staff

Administration and Facilities Management

• Ensure all the office supplies are in place and available at right time and the right place
• Manage vendors and maintenance contracts related to generators, air purifiers, AC’s, plumbing, electricity, and janitorial services (as applicable)
• Coordinate quality control and timely repairs and maintenance of office equipment and assets
• Assist with drafting contracts for vendors including creation, execution, and analysis
• Manage filing systems; develop and implement effective administrative systems, such as record management and analysis of office maintenance, office supply expenditures, microwave cleaning schedule, etc.
• Ensure desks and space are properly equipped and prepared for new or short-term staff
• Coordinate re-arrangement of furniture as applicable
• Coordinate with the Service Office Community Manager regard to any issues on behalf of the project team and escalate issues requiring further management intervention.
• Manage reservations for meeting rooms, team lunches and dinners, trainings, etc.

Enough about us, let's talk about you

If you are someone with:

• Fluent in written and spoken Thai
• Professional level of written and spoken English
• Bachelor’s Degree in related discipline required
• Minimum 2 years’ work experience required in similar or progressive roles
• Strong knowledge and background in US government contracting procurement procedures preferred
• Knowledge of US government travel regulations preferred
• Experience with office management, event management, security, or administration
• Experience working in procurement and administration within the donor-contractor industry; USAID or US Government experience is strongly preferred
• Team player, willing to take direction from leadership and work well with others
• Strong organizational skills
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word, Excel, and MS PowerPoint
• Strong communication and writing skills
• Flexible and adaptive personality with strong interpersonal skills
• Experience with donor project start-up and closeout, and asset management strongly preferred

Next Steps

So what are you waiting for? Join the winning team now.

Due to volume of applications, we regret that only shortlisted candidates will be notified.

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